West Wilts Esprit Gymnastics Club Ltd
Club Handbook
An introduction to the Club, how it works, what we do and our policies and guidelines.
Our vision is:-
To develop a commercially sustainable and inclusive Gymnastics and Fitness Facility that will serve the Trowbridge and surrounding West Wiltshire area for many years to come. We aim to attract external investment and grow the Club, its range of services and facilities, reinvesting all profits into developing our staff and the programmes we provide.
Our Club is open to all abilities and ages, and we are keen to develop programmes that will enable those with disabilities to take part in our activities.
4th Edition: March 2015
Contents
Introduction
Club Organisation
The Directors of the Club
Gymnastics Programmes
Joining Process for all Gymnasts
Lines of Communication
Attending the Gym
Photography and Video
Competitions
Events Committee (Fundraising)
Awards and Feedback
Club Fees
Payment Methods
Club Policies
Code of Conduct for Gymnasts
Code of Conduct for Parents/Guardians
Discipline Policy
Club Equality Policy Statement
Club Child Protection Policy Statement
Additional Guidance for Children:
What to do if you have a concern?
Guidance for Adults:
Health and Safety Policy Statement
Complaints and Grievance Procedures
Club Emergency Procedures
Accident and Safety Procedures
Introduction
Welcome to West Wilts Esprit Gymnastics Club.
This handbook has been prepared to explain how we operate. A copy of this document will be made available to every new starter and an up-to-date copy will be available online through the Club website.
The handbook will contain details of all the current programmes and key policies and procedures, as well as information relating to the Management Team and details of the day-to-day running of club activities.
History
West Wilts Esprit Gymnastics Club Ltd was incorporated in February 2013 and now stands as an independent legal entity apart from DC Leisure Ltd. The Club, established some 43 years ago, is one of the oldest clubs in Wiltshire.
Formed initially by Yvonne Brice from the Nelson Hayden Schools, (now the Clarendon Academy) after school gymnastics classes in the early 1980s, the Club has touched the lives of thousands of individuals in Trowbridge and the surrounding areas; and Yvonne is still coaching with us.
The Club relocated to the White Horse Business Park in September 2014 to enable it to establish a permanent facility capable of serving the development needs of the Club.
British Gymnastics (BG)
West Wilts Esprit Gymnastics Club Ltd is a fully affiliated member of British Gymnastics and is an accredited GymMark club.
Every gymnast is required to become an Associate Member, as without this membership gymnasts will not be insured or able to compete. Membership is personal to each gymnast and is renewable each September. The Club collects Membership payments and passes them on without charge to BG.
Club Organisation
Since April 1st 2013 the Club has been managed by a Company Limited by Guarantee incorporated during February 2013. The Company has been designated as a ‘Not for Profit’ business.
The Company has a Board of Directors, active club supporters and a Head Coach (Operations Director).
The Company pays for the lease on Richmond House, the salaries of the coaches, maintenance of equipment, BG club membership (including Employers Liability insurance and Public Liability insurance), affiliation to SWAGA and WAGA.
The Directors of the Club
Kevin Borley – Director/Chairman
Kevin is married to Sue Clark and has been actively involved in both youth and adult sports administration over the past 40 years. He is a qualified PADI Scuba Instructor and emergency first responder and in his time in Wiltshire worked with the town council in the 90s to re-established youth football in Calne.
Sue Clark – Director/Club Operations Manager
Sue has been coaching for 20 years, having started her gymnastics career at the Christie Miller Gymnastics Club in Melksham whilst very young. Her family were actively involved in the setting up of the Wiltshire School of Gymnastics, whilst she herself was training and competing. After a career in Leisure Management whilst at university studying Sports Science and English Literature, Sue returned to Trowbridge and Gymnastics coaching with DC Leisure in 2005.
Together the vision we share is:-
To develop a commercially sustainable and inclusive Gymnastics and Fitness Club that will serve the Trowbridge and surrounding West Wiltshire area for many years to come. We aim to attract external investment and grow the Club, its range of services and facilities, reinvesting all profits into developing our staff and the programmes we provide.
Our club is open to all abilities and ages, and we are keen to develop programmes that will enable those with disabilities to take part in our activities.
The future
As Directors of the business we are charged with the development and sustainability of the business. Our short term goals are to establish a varied, profitable range of programmes to meet the needs of our current and future membership.
Longer term we have the opportunity to secure the future of the club by buying the lease on our premises in 2019. This affords us the opportunity to secure a profitable long term facility. Our commercial strategy will be structured to achieve this aim.
Gymnastics Programmes
West Wilts Gymnastics currently offer a range of gymnastics courses for all ages and 3 tiers of instruction in men’s and woman’s Artistic gymnastics, women’s Rhythmic gymnastics and specialist coaching on a full sized Trampoline.
Courses fall broadly under the following categories:-
Pre-School Gymnastics
Recreational Gymnastics (Non-Competitive)
Development Gymnastics (Competitive)
Pre-School Groups (walking – 5 years)
These groups work toward the British Gymnastics Award Scheme.
Recreational Groups (5 years upwards)
Recreational gymnastics sessions are held each day, with gymnasts grouped by age and ability. All groups work toward the British Gymnastics Award Scheme.
Twice a year, Recreational gymnasts may be invited by their coach to trial for a place in the Development gymnastics programme.
Development Groups (5 years upwards)
The Development gymnastics programme is for children who have been identified by coaches as having an aptitude and skill set to progress to a competitive level. Once your child has enrolled in the Development programme, he or she will be part of one of the following groups, which train between 2 and 16 hours per week:
PRE-GRADES UNDER 7s (2 hrs) or PRE-GRADES OVER 9s (2 hrs)
Working towards BG badges & the first Wiltshire Grade 4
GRADES OVER 9s (4 hrs)
Working towards Wiltshire Grades 3, 2 & 1
LEVELS (6 hrs)
Working towards Wiltshire Pre-Level & Wiltshire Levels 5 and upwards
REGIONAL GRADES (8 hrs)
Over 9s who have shown ability and commitment working towards Regional Grades Out-of-Age
SQUAD (8 hrs upwards)
Gymnasts working towards Regional Club Grades 6-1, National Grades 4-1 and Compulsory (Elite) Grades 4-1
As each gymnast develops and progresses they may be invited to move up a group, increasing the number of hours they train. These decisions are made by the coaching staff and are dependent upon the gymnasts’ ability and available spaces. Places in the Development groups are limited. Once your child accepts a place they will be expected to attend 80% of the training sessions, or the place may be forfeited.
Joining Process for all Gymnasts
A free trial session is arranged with Reception either in person, by telephone or e-mail. The most appropriate trial session will be offered according to age and ability.
If your child has enjoyed their session and would like to continue with the Club, the sessions with spaces will be offered by the Head Coach.
Fees and Term Membership
- Pre-School Gymnastics sessions follow Wiltshire School terms. Fees are paid during the last 2 weeks of the previous term.
- Recreational Gymnastics sessions follow a 10 week programme with continuous assessment over the 10 weeks and are run throughout the year with a 2 week break over Christmas. Fees can be paid by Standing Order or by cash/cheque in the 8th and 9th weeks of the previous block.
- Development gymnastics sessions are continuous throughout the year, with a 2 week break over Christmas. Fees are paid by Standing Order.
Details of the next termly re-enrolment dates will be placed on the Club noticeboard to provide prior notice to parents/guardians.
Please note that we do not offer refunds for fees paid if a child changes their mind about attending a class.
British Gymnastics Insurance
All gymnasts are required to have British Gymnastics Membership:
- Pre-School: Bronze Pre-School Membership or Bronze Membership depending on age
- Recreational: Bronze Membership
- Development: Silver Competitive Membership
The fees for this are paid to the Club in the September of each year and the Club will arrange the membership for each child to ensure each child is covered. If you have not yet been asked for this membership fee, you will receive this request by August.
When your child begins their sessions you will receive a New Gymnast Pack from British Gymnastics with the necessary forms to be filled out and returned.
Lines of Communication
The Club telephone number at Richmond House is 01225 767312. The Club mobile telephone number is: 07720 263965.
The Club also has a dedicated e-mail address: , and website:
The Club Operations Director is generally at the club daily, if face-to-face contact is required, or a meeting can be arranged for another time if adequate notice is given.
If your child is not able to attend their session, please contact the Club via the Club telephone number 07720 263965 at the earliest opportunity. This will then be communicated to your child’s coach.
All communications from the Gymnastics Club to the parents regarding competitions, fundraising events or cancelled sessions will be conducted via email or text message. Please ensure we have your current contact details at all times.
We aim to answer all contact within 24 hours of the contact being received. Please ensure we have up to date contact details registered with the Club at all times, via a Personal Details Form handed to Reception.
Attending the Gym
The Club requests that you accompany your child to and from the gymnasium. It is the Club’s policy that all under 8s must be accompanied in the building by a parent or guardian, and under no circumstances are under 8-year-old gymnasts to be dropped off or collected outside the building.
Parents are requested to watch from the seated area of the gym and remain behind the lines on the floor at all times, or preferably in the upstairs lounge area. We also ask that you ensure that children not part of formal coaching sessions are kept off equipment.
Club Registers
A register is kept by the coaching team to record attendance for each session. Attendance at Development gymnastics sessions is recorded and totalled over each quarter to see whether 80% attendance is being achieved by each gymnast. In addition to this the registers provide the coaches with access to the gymnasts’ emergency contact numbers, DOBs and medical details.
Terms and Holidays
There are five Recreational Gymnastics Terms every year each of ten weeks. There is a holiday period each year when the Club is closed: 2 weeks at Christmas. Sessions continue during school half terms, but do not take place on Bank Holidays when groups are asked to come in another day in that week. The annual calendar of term dates and club events is displayed on the Club notice board.
Making up Sessions
Your fees pay for a class spot, regardless of attendance. However, we can offer make-up sessions when doing so does not jeopardise the safety or integrity of the class.
We will make every effort to provide a make-up in a class at your child’s level.
Make-up sessions must be scheduled at least 24 hours in advance, and agreed with your child’s coach.
Dress Code
- All gymnasts are required to train in a leotard (for Development groups) or a leotard, shorts and t-shirt/leggings or tracksuit bottoms/swimsuit (for Recreational groups).
- No shirts, socks, or jewellery are to be worn.
- Close fitting shorts are permitted in Pre-school and Recreational Gymnastics sessions, by agreement with the coach in the Development Gymnastics sessions.
- Long hair must be secured tidily away from the face.
- British Gymnastics believes piercings are inappropriate for safe practice in gymnastics and it has policies on safe practice in the gym including body piercings and jewellery which gymnasts will be asked to adhere to.
- Gymnasts are required to use the toilets as a changing facility and are asked to leave belongings in ‘cubby holes’ provided the back of the gymnasium.
Gymnasts not adhering to the correct code of dress may not be allowed to take part.
Tracksuits / Hoodies/ T-Shirts etc.
There is a Club Competition Jacket and Leotard which can be purchased for your child. These items are compulsory for competitive gymnasts as they look professional when competing as a team. There is also a West Wilts Hoodie, Fleece and T-Shirt with our logo on. Again, these items are not compulsory but show team cohesiveness.
Leotards
Second-Hand leotards are on sale from the Club in a range of sizes.
Gym Bag
If in a Development group, your child will require a gym bag to accommodate all his or her belongings whilst in the gym: folder, hand guards, chalk, wrist bands, ankle weights, gloves, loops and music CD, for example.
Use of Mobile phones iPad etc.
The use of mobile phones or iPad is not permitted in the gymnasium, unless being used for training purposes.
Food & Drink
No food is allowed in the gym during training except when training for more than two hours, when fruit, cereal bars or other suitable snacks are permitted. Gymnasts should bring water or still juice to drink at every training session in a bottle which will not leak. All rubbish must be placed in the bin before the gymnast leaves the gym.
Photography and Video
The Club has notice boards which display information about the gymnasts’ achievements and forthcoming events. We would be grateful if you would allow your child’s photo to be displayed when appropriate. Sometimes a photographer from one of the local newspapers will be asked to take pictures to accompany an article, or the Club Directors will take photos to be sent in to the paper. The Club may also video gymnasts’ performances for training purposes. At all times we adhere to British Gymnastics guidelines for photography and video.
Parents are requested to sign a ‘Consent to Publication of Imagery Form’ for their child to appear in photographs or video footage. Any and all images/video are stored on the Club devices, which are password protected. Any and all images/video will be deleted if a gymnast leaves the Club, unless the image is a group photo.
At no time are spectators permitted to take photographs or video during training sessions.
Competitions
All gymnasts, once having joined the Development Programme, will be expected to participate in competitions. A gymnast’s coach will decide which competition they are ready to enter and this will be communicated to the gymnast’s parent/guardian by that coach. Parents/Guardians are expected to bring their children to competitions and stay with them throughout.
Competition Fees
Each competition carries an entry fee payable by the parent/guardian. Entry fees may range from £5 to £20. If your child is required to wear a club leotard, these can be bought by prior arrangement with the Head Coach. Competition entry fees are paid by cheque to West Wilts Gymnastics Club. Parents should note that spectator entry fees will be charged at all competition venues, and at County competitions we are also expected to provide raffle prizes. Any and all donations are welcome.
Club Competitions
West Wilts Gymnastics holds an annual Development Club Competition in the spring, and a Recreational Club Competition in the summer. There is also a Floor and Vault competition in February which is open to both Development and Recreational gymnasts. All gymnasts are invited to compete in their respective competition, and details of these will be communicated to parents in writing.
Events Committee (Fundraising)
Funds are raised through competitions, fundraising events and social events organised throughout the year, so all parental support is always welcome. The Club holds an annual barbecue, fun swims and an awards evening along with the competitions listed above and other events. The Events Committee also assists in the promotion of displays throughout the summer.
An example of the purchases made through fundraising events, to enhance the gymnasts potential to date, are: a range of equipment; leotards for competitions; medals for Recreational, Development and Floor and Vault Club Competitions and fees for judging and coaching courses.